Airport Project Development: From Beginning to End AVIATION DIVISION April 16, 2015 Embassy Suites San Marcos
Introductions Amy Slaughter, CTPM Grants Harry Lorton, PE Engineering Ed Mayle, PM - Engineering Bill Macke, MSPM Planning 5/13/2015 Project Development: From Beginning to End 2
Mapping the Field Project development TxDOT Aviation Planning Process TxDOT Aviation Grants Processes TxDOT Aviation Engineering Processes Design Construction Project wrap-up Questions and discussions Conclude 5/13/2015 Project Development: From Beginning to End 3
Conceptual Project Path Stakeholders Sponsors TxDOT Aviation Planning Grants Engineering Consultants / Contractors FAA Other Agencies 5/13/2015 Project Development: From Beginning to End 4
Conceptual Project Path AVIATION DIVISION 5/13/2015 Project Development: From Beginning to End 5
Project Development AVIATION DIVISION TxDOT Aviation Planning Process 5/13/2015 Project Development: From Beginning to End 6
PLANNING AND PROGRAMMING Staff (12) Greg Miller, Planning Section Director Bill Gunn, Aviation Ed./Information Coordinator Bill Macke, Aviation Planner Daniel Benson, Aviation Planner Ed Oshinski, PE, Transportation Engineer, Project Scoping Keith Snodgrass, Planning Megan McLellan, Aviation Planner Michelle Hannah, Aviation Planner Robert Jackson, Environmentalist / Aviation Planner Scott Bryan, Transportation Specialist Sophia Bradford, GIS Analyst / GIS Coordinator Wade Troth, Aviation Planner 5/13/2015 Project Development: From Beginning to End 7
TxDOT Planning Project Contacts Wade Troth, West Texas and Panhandle Bill Macke, Northwest Texas to West Dallas Daniel Benson, Dallas to East Texas Robert Jackson, Southeast Texas Michelle Hannah, Central to South Texas Megan McLellan, Southwest to West Texas 5/13/2015 Project Development: From Beginning to End 8
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Airport Layout Plan Pre-Project Elements Set of drawings that provide a graphic representation of the longterm development plan for an airport. The primary drawing in this set is the Airport Layout Plan. (Also referred to as Airport Layout Drawing) Other drawings may also be included, depending on the size and complexity of the individual airport. Requirement found in 49 USC 47107(a)(16) General Assurances for Grant Application Sponsor must maintain a current ALP Sponsor must not make an alteration to the airport unless determined that it will not adversely affect the safety, utility, and efficiency of the airport. Requirements are met by obtaining an airspace determination and ALP approval to add the project to the airport layout plan 5/13/2015 Project Development: From Beginning to End 10
Pre-Project Elements Development Worksheet Internal document to TxDOT Aviation List of items to potentially be programmed for development Gives idea on funding levels to budget for Items placed in a 0-5, 6-10, 11-20 year plan Routine and repetitive items each planning timespan Pavement rehab and marking 5/13/2015 Project Development: From Beginning to End 11
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Pre-Project Elements (continued) Other Elements 5010 Airport Safety Data site visits Pavement Studies Planning and Programming Visits FAA Notifications 5/13/2015 Project Development: From Beginning to End 13
Launching a Project AVIATION DIVISION Letter of Interest (LOI) Letter from airport sponsor indicating desire for participation in a project at airport Elements of a good LOI Letterhead Brief introduction A list of the desired project elements Background information as needed Attachments Sketches, layout locations, and supporting or required documents Hard copy mailed to TxDOT Aviation, attn. Dir Planning & Programming Scanned PDF or FAX, too. Added to Planning evaluation task lists (130 LOIs right now in various stages of review) 5/13/2015 Project Development: From Beginning to End 14
Project Planning - Eligibility AVIATION DIVISION Planner assigned to airport begins LOI review/evaluation Airport Layout Plan Project Priority Categories Safety/Special Programs Ensure the continuing safety of persons and property either in the air or on the ground Preservation/Reconstruction Maintain the functional integrity of an existing airport at its current design standard Standards Provide fundamental development or bring airport up to recommended standards based on the current design standard of the airport Capacity development is excluded, as is development for the purpose of accommodating larger aircraft types not included within the current design category of the airport Capacity Accommodate more based aircraft or a higher level of aircraft operations Improvements do not result in a change to the design standard of airport or permit the airport to accommodate a more demanding critical aircraft Upgrade Accommodate larger, more demanding aircraft or to permit longer non-stop flights and greater load factors. Generally, upgrade projects will bring the airport to a higher design standard 5/13/2015 Project Development: From Beginning to End 15
Project Planning Eligibility (continued) History and Previous Projects Support, Eligibility, and Justification Programming and Funding Guidelines FAA AIP Handbook TxDOT Aviation Policies and Standards Advisory Circulars Supporting Documentation Based aircraft counts (www.basedaircraft.com) Operations Lease agreements Letters of support from users 5/13/2015 Project Development: From Beginning to End 16
Project Planning Eligibility (continued) Design Review Resolve complex issues and conflicting details Scoping Review In house first-look at project scale Recommendations on design/layout Draft project created Estimate costs figures for budgeting Funding source capacity Environmental Input Potential impact and mitigation options National Environmental Policy Act (NEPA) documentation Adjust draft project if needed Sponsor Input Review gathered evaluation data with airport sponsor Scope of work and cost summaries Proposed budgeting and programming timelines 5/13/2015 Project Development: From Beginning to End 17
Project Planning Programming AVIATION DIVISION Aviation Capital Improvement Program (CIP) Draft project moves to Pending Work with Grants Section on funding availability Generally programming three to five years out FY 2017/FY2018 Engineering and Design first year Construction following year Project implementation time frame and project scope may be adjusted based on the priority needs in comparison with other airport requirements across the state Placement in the CIP does not obligate TxDOT or the Sponsor for funding at this time No commitment on the part of TxDOT Aviation Division until the project is approved by the Texas Transportation Commission Final programming is based on the availability of funds 5/13/2015 Project Development: From Beginning to End 18
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Project Planning Programming LOI Closeout Notify sponsor of the project details Advise of the next steps Planning and Implementation Meeting (PIM) Archive documents AVIATION DIVISION Pass to GRANTS 5/13/2015 Project Development: From Beginning to End 20
Project Development AVIATION DIVISION TxDOT Aviation Grants Process 5/13/2015 Project Development: From Beginning to End 21
Grant Management AVIATION DIVISION Amy Slaughter, CTPM TxDOT Aviation Division 5/13/2015 Project Development: From Beginning to End 22
Grant Management Staff Sheri Quinlan Contracts Allison Martin Budget Manager Trudy Hill DBE/HUB Amy Slaughter, Contract Compliance & Procurement Beverly Longfellow Contracts Kari Campbell Manager Becky Vick Grant Manager Megan Caffall RAMP Kelle Chancey Contracts Rose Pankhurst Certified Payroll Judy Barnes Business Analyst Laura Gonzales Receptionist 5/13/2015 Project Development: From Beginning to End 23
Project Timeline Month 1-5 (Grant) Project kickoff meeting (PIM) Commission Approval Month 3-8 (Contract) Solicitation published (RFQ)* Consultant selected Sponsor share due Contract executed Notice to Proceed Month 8-20 (Contract and Project Manager) Project Designed Planning services performed Month 20-36 (Contract and Project Manager) Project under construction Project Closeout and refund 5/13/2015 Project Development: From Beginning to End 24
Grant Management Month 1-3 (Becky Vick) Project Implementation Meeting (PIM) Project Scope Estimated sponsor share Lots of paperwork Commission approval Grant Executed (APPA) Month 3-5 (Contract) Solicitation published (RFQ) *Future work will reduce time by 2 months AVIATION DIVISION 5/13/2015 Project Development: From Beginning to End 25
Grant Management Month 6-8 (Contract) Consultant selected Fees negotiated Sponsor share due Notice to Proceed AVIATION DIVISION 5/13/2015 Project Development: From Beginning to End 26
Grant Management Month 8-20 (Contract and Project Manager) Design phase Planning services Amendments processed Construction funding availability? Month 20-36 (Contract and Project Manager) Sponsor share due Commission approval for construction Bid Opening Notice to Proceed Project Closeout Final Audit AVIATION DIVISION 5/13/2015 Project Development: From Beginning to End 27
Grant Management Staff We are here to assist you along the way to make a successful project Becky or Allison (Grant) PIM, APPA, billing, questions on SEFA AVIATION DIVISION Sheri, Bev, Kelle, Trudy, Rose and Laura (Contract) Depending on location: procurement, contract execution, payments to vendors DBE/HUB, Davis Bacon compliance Copies of payments Amy Final audit and refund 5/13/2015 Project Development: From Beginning to End 28
Project Development TxDOT Aviation Engineering Process Design Construction 5/13/2015 Project Development: From Beginning to End 29
THE DESIGN PROCESS Harry Lorton, PE TxDOT Aviation Division Project Manager 5/13/2015 Project Development: From Beginning to End 30
ENGINEERING SECTION Bijan Jamalabad, PE Director Ed Mayle - PM Stephanie Kleiber, PE - PM Ryan Hindman, PE - PM Robert Johnson, PE - PM Paul Slusser PM Eusebio Torres, PE - PM???? Land Acquisition AVIATION DIVISION 5/13/2015 Project Development: From Beginning to End 31
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Pre-selection of Engineering Consultant 1. Attend Project Implementation Meeting, if scheduled The PIM is scheduled by Grant Management, and also includes the assigned planner, property acquisition (ROW) specialist and approach coordinator (if appropriate), and the AVN engineer who scoped the project. Its purpose is to identify not only the preliminary scope of work elements, but to brief the sponsor on funding and grant issues. When land will be required, the ROW specialist will provide the sponsor with the necessary forms and direction to proceed. If the airport is already familiar with the process through a number of previous projects, this meeting may not be conducted. 2. Develop an Independent Fee Analysis 3. Obtain approval of the fee from the Director of Engineering 4. Provide the approved fee to the assigned grant manager The independent fee is utilized by Grants to set the DBE/HUB requirements, if any, and those requirements will be stipulated in the Request for Proposals (RFP). The engineer is usually selected by the sponsor s Selection Committee. Interested engineers utilize Form 550 to respond to the RFP, and the Committee selects an engineering firm based on a previously announced scoring matrix. The process is verified by Grants. Occasionally, the airport sponsor requests that AVN selects the engineer. 5/13/2015 Project Development: From Beginning to End 35
Post-selection of Engineering Consultant AVIATION DIVISION 1. Enter estimated project design schedule into the Texas Airport Development System (TADS) 2. Mark-up Attachment B of the Professional Services Agreement (PSA), for the specific project, and provide to the Grant Manager. 3. Negotiate the final fee and establish the schedule for deliverables Typically the schedule (Attachment C in the PSA) should be derived from the information provided in the engineer s Form 550. 4. Obtain Director of Engineering approval prior to agreeing with the consultant if the fee varies more than 10% from the approved independent fee analysis 5. Create a negotiation log, briefly summarizing issues and rationale leading to the final agreement 6. File the negotiation log, and the Director of Engineering approval if required, in the permanent project file 7. Provide the approved fee and schedule to the grant manager for PSA preparation and execution 5/13/2015 Project Development: From Beginning to End 36
Preliminary Engineering Report (PER) Phase 1. Schedule a pre-design meeting on site with the engineer and designated sponsor representative 2. Attend and conduct the pre-design meeting with a prepared agenda and project scope as defined in TADS 3. Issue a Notice to Proceed (NTP) for the PER 4. Provide a copy of the NTP to the grant manager for reference and filing in the permanent project file 5. Coordinate as required to ensure that the engineer is on schedule for issuing the draft PER 6. Provide a copy of the draft PER to the assigned planner for review and coordinate with the approach coordinator if appropriate 7. Confirm that the engineer has provided an additional copy of the draft PER to the sponsor for review 8. Review the draft PER and the preliminary Engineer s Opinion of Probable Cost (OPC) 9. Consult with the ROW specialist and approach coordinator as appropriate 10. Incorporate any AVN and sponsor comments into items to be discussed with the engineer 11. Meet with the engineer and sponsor, if necessary, to clarify remaining issues and available budget that define the project scope 5/13/2015 Project Development: From Beginning to End 37
Preliminary Engineering Report (PER) Phase (continued) 12. Request a revised copy of the PER that incorporates any changes 13. Place a copy of the revised PER in the permanent project file 14. Confirm scope and estimated budget changes with Grants, Planning, and the sponsor for funding considerations and changes to TADS 15. Confer with AVN ROW if necessary regarding the TADS acquisition schedule and any changes to the ROW footprint, if appropriate Be aware that land acquisition changes can significantly impact schedule. Typically projects cannot bid until property is acquired. Confer with AVN ROW and the Director of Engineering if acquisition will significantly delay the project bid date. 16. Consider the impact of any improvement to existing or planned future runway approaches and confirm course of action with the approach coordinator Airports with existing approaches can be severely impacted by improvements that will require the establishment of new approach procedures. Additionally, the need for a new procedure can initiate a requirement to meet all of the latest surface design standards. These implications need to be thoroughly evaluated internally with Planning and the approach coordinator, and then with the sponsor. A 7480, as well as a 7460 may need to be prepared by the engineer. 17. Process monthly engineer invoices 18. Assess timing with respect to schedule (Attachment C of the PSA), and share the available time status with the engineer 19. File the PER in permanent project file 20. Update TADS ( PER Accepted ) 5/13/2015 Project Development: From Beginning to End 38
Preliminary Design Phase 1. Issue a NTP for the Preliminary Design Phase 2. Provide a copy of the NTP to the GM for reference and filing in the permanent project file 3. Coordinate as required to ensure the engineer is on schedule for delivery of draft plans (typically at least 50% complete) 4. Review plans as to conformance with appropriate design standards and the PER 5. Provide a copy of draft plans to the Planning Environmental Coordinator for comments, if appropriate 6. Ensure that the engineer has provided plans to the sponsor for review 7. Review plans with the engineer and sponsor, and provide mark-ups to engineer for revision 8. Request that the engineer prepare and provide the FAA Airport Data Form and the FAA Design Standards IAP Form, if applicable; coordinate with the approach coordinator as necessary 9. Transfer the Approach Forms, if applicable, to the approach coordinator for processing 10. Accept preliminary design plans when satisfied with the product 11. Assess timing with respect to schedule (Attachment C of the PSA), and share status with the engineer 12. Update ROW needs with AVN ROW if needs have changed; confirm whether necessary ROW has been acquired 13. Process monthly engineer invoices 14. If appropriate, considering certainty of schedule and funding, request that GM place the project on the Commission agenda for approval 5/13/2015 Project Development: From Beginning to End 39
Final Design Phase 1. Issue a NTP for the Final Design Phase 2. Provide a copy of the NTP to the GM for reference and filing in the permanent project file 3. File the Final Design NTP in the permanent project file 4. Coordinate as required to ensure the engineer is on schedule for delivery of draft final PS&E 5. Review final plans, specs and the Engineer s Opinion of Probable Cost for conformance to preliminary design, budget and readiness for bidding 6. Confirm that environmental issues have been addressed. The plans need not be returned to the AVN environmental coordinator, unless the scope has changed. 7. Request a Construction Management Plan from the Engineer 8. Provide a copy of the final bid document to the GM for review of the proposal 9. Request that Grants place the construction project on the Commission agenda, if this has not been done during the preliminary design phase 10. Ensure that engineer has provided plans and specs to the sponsor for review 5/13/2015 Project Development: From Beginning to End 40
Final Design Phase (continued) 11. Repeat previous steps until PS&E are accepted by AVN for bidding 12. Update TADS ( Final Design Accepted ) 13. Request that the engineer prepare and provide a FAA 7460 14. Transfer the 7460 to the approach coordinator for processing 15. Update TADS ( 7460 to P&P ) 16. Request that the consultant complete the RPR Cost Analysis Form and negotiate fees for testing and RPR services based on approval of the Construction Management Plan (assuming that fees have already been negotiated for the Construction and Close-out phases) 17. Provide the Engineer s Opinion of Probable Cost to GM for establishment of DBE/HUB goals for the construction contract 18. Request that the GM circulate the Bid Approval Checklist form 19. Process monthly engineer invoices 5/13/2015 Project Development: From Beginning to End 41
Bidding Phase 1. Issue a NTP for the Bidding Phase 2. Provide a copy of the NTP to the GM for reference and filing in the permanent project file 3. Coordinate the advertisement of the project with the GM 4. Ensure a second PSA has been executed for Construction Phase, Close-out Phase, materials testing and RPR services 5. Attend pre-bid conference 6. Coordinate any required addenda within seven days prior to bid opening 7. Request bid tab and recommendation from engineer 8. Provide Conditional Award Memo and total construction cost estimate to the Director of Engineering for approval 9. Provide the approved Conditional Award Memo to the GM 10. Approve the conditional award 11. Monitor construction contract execution 12. Receive confirmation from Grants to proceed with construction phase 13. Process monthly engineer invoices 5/13/2015 Project Development: From Beginning to End 42
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Budget Scope Funding Engineering CIP Costs Level/Cost of Refinement Ideas & Wishes Plan & Specification Development Detailed Engineering PER FD Standards Review Review BID 44
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THE PROCESS Pre & Post Selection of Engineering Consultant Preliminary Engineering Report Phase (PER) Preliminary Design Phase (PD) Final Design Phase (FD) Bidding Phase Construction Phase Close Out Phase 5/13/2015 Project Development: From Beginning to End 46
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Pre Selection of Engineering Consultant AVIATION DIVISION Independent Fee Analysis Request for Qualifications (RFQ) from Engineers. Form 550 Selection by TxDOT Aviation? Selection by Sponsor? 5/13/2015 Project Development: From Beginning to End 48
Post Selection of Engineering Consultant Fee submission and negotiation Schedule for project Engineering Professional Services Contract 5/13/2015 Project Development: From Beginning to End 49
Preliminary Engineering Phase PreDesign Meeting (PER) Project geotechnical and surveying Consultant evaluation of original scope and budget Preliminary Engineering Report Recommendations on proceeding into design 5/13/2015 Project Development: From Beginning to End 50
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Preliminary Design Phase (PD) Consultant preparation of preliminary (75%) project plans & specifications Submission of FAA Approach Forms Approach Design Forms 7480 Submission of FAA OEAAA (7460) AVIATION DIVISION 5/13/2015 Project Development: From Beginning to End 52
Final Design Phase (FD) Consultant preparation of final design (95%) plans & specifications Land & Environmental Clearance Funding Availability - Sponsor funds needed prior to Commission Texas Transportation Commission Approval 5/13/2015 Project Development: From Beginning to End 53
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Bidding Phase Bidding plans & specifications (100%) Pre-Bid and Bid dates established Addendum to the plans & specifications? Bid Bid tabulations Recommendation of award Conditional award Contract preparation 5/13/2015 Project Development: From Beginning to End 55
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THE CONSTRUCTION PROCESS Ed Mayle, PM TxDOT Aviation Division Project Manager 5/13/2015 Project Development: From Beginning to End 57
Construction Phase Pre-Construction Meeting Notice To Proceed Resident Project Representative (RPR) Daily & Weekly Reporting Quality Assurance Testing Pre-Pave Meeting Weekly Construction Progress & Safety Meetings Pre & Final Punch-list AVIATION DIVISION 5/13/2015 Project Development: From Beginning to End 58
Construction Phase PM Issues a NTP for the Construction Phase to the Engineer AVIATION DIVISION PM advises Engineer to schedule/conduct the pre-construction conference, attendees should include; Sponsor, TxDOT-AVN, Contractor, Sub-contractors, QC & QA labs, RPR (Inspector), and airport users PM issues Contractor a NTP (at pre-con) PM facilitates transmittal of engineer-prepared Notice of Intent (NOI) to the Texas Commission on Environmental Quality (TCEQ) Engineer confirms contractor has filed his/her NOI with the TCEQ PM maintains administrative oversight of submittals, testing, and RPR weekly summary reports Visits the project as needed during critical activities, or to address significant changes to the plans Remain accessible to both the contractor and engineer to provide guidance as necessary 5/13/2015 Project Development: From Beginning to End 59
When things are going well, something can / will go wrong. 5/13/2015 Project Development: From Beginning to End 60
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Construction Phase (continued) Attend a pre-pave meeting if either P-401 or P-501 are to be placed AVIATION DIVISION Coordinate with the engineer and GM for any required change orders or supplemental agreements Process monthly engineer and contractor pay requests Attend the final inspection Ensure that punch-list items (if any) are satisfactorily addressed Request and evaluate the engineer s analysis and recommendation for the application of liquidated damages and PWL calculations (for Items P-401/P- 501, if any) Approve the contractor s final pay request Provide engineer prepared a Notice of Termination (NOT) to TCEQ Confirm engineer has verified contractor s filing of their NOT 5/13/2015 Project Development: From Beginning to End 64
Close Out Phase Record Drawings Final Test & Quality Control Report NOT s to TCEQ Final Pay Requests (PWL s & LD s if applicable) RPR Diaries Warranty Inspection (within 30 days of expiration) 5/13/2015 Project Development: From Beginning to End 65
Close-out Phase Issue NTP to Engineer for Close Out Phase, copy to the GM and permanent Airport file Review and approve the Final Test and Quality Control Report Request a CD of record drawings for entry into Plans on Line Approve Engineer Final Pay Request upon Close-out Phase completion per Attachment B of the PSA Provide Grants with a copy of the consultant s letter of project completion including expiration date of the one-year warranty If required, follow-up on necessary remedial work noted by the engineer as a result of the one-year warranty observation Document required action(s) to address warranty work for permanent project file 5/13/2015 Project Development: From Beginning to End 66
Project Development Project Wrap-up Back To Planning 5/13/2015 Project Development: From Beginning to End 67
Wrapping Up a Project AVIATION DIVISION Finished Project reflected on the ALD if there is a design change When Ultimate becomes Existing Minor changes to ALD done in-house Update of publications FAA Master Record and National Flight Data Center AFD / TxDOT Airport directories Development Worksheet updated Archive documents 5/13/2015 Project Development: From Beginning to End 68
Questions and Discussion 5/13/2015 Project Development: From Beginning to End 69
Thank You 5/13/2015 Project Development: From Beginning to End 70